d yn am i c s g p c l i e n t u se r g u i d e Version 4.6.5x

Transcription

1 d yn am i c s g p c l i e n t u se r g u i d e Version 4.6.5x

2 INTRODUCTION KwikTag document imaging software transforms your business documents into digital images. It works the way you work, without complicated new processes and scanning operations. KwikTag files and retrieves your paper documents digitally and automates routing and approval workflows. This Guide is designed to provide an overview of the KwikTag for MS Dynamics GP Embedded Client capabilities and to enable you to start using KwikTag quickly. Before getting started here is a brief overview of how you will use KwikTag: Simple, Three-Step Process: Step 1. FILE a Document Enter filing/indexing instructions using KwikTag s client software. Step 2. TAG a Document From a KwikTag Label dispenser, tag the first page of the document. This globally unique and sequentially numbered barcode is automatically linked with the document s filing/indexing instructions. KwikTag verifies the next barcode number in your dispenser. Confirm the number and click OK. Step 3. SCAN Documents When it is convenient, drop stacks of tagged documents into any scanning device that automatically sends them to the KwikTag server. KwikTag reads the barcodes, assembles the document pages and stores the document in the drawer where the file reservation was made in Step 1. Alternately, Scan First For users relying on KwikTag workflow for document routing and approval, this three-step process is somewhat reversed to facilitate tagging and scanning of documents first, followed by indexing and then routing and approval. Workflow users can choose to: 1. Tag a document as described above 2. Scan documents to be sent to the KwikTag server 3. File a document by entering indexing instructions into the computer from the KwikTag client. When this document is submitted by the indexer, it is then routed to a KwikTag approver based on pre-configured business rules. Workflow processes will be addressed in this user guide in the Work Queue section. Before getting started this is what you will require: 1. Access to a Web browser 2. A KwikTag Logon ID and Password (get this information from your company s KwikTag Administrator) Page 2

3 3. A KwikTag Label Dispenser and a roll of KwikTag Labels This guide will show you how to get started using the KwikTag for MS Dynamics GP Embedded Client. Depending on your user license all of these features may not be available to you. Page 3

4 CONTENTS Getting Started... 5 Step 1: Filing a Document and Accessing KwikTag Embedded Client Features... 5 Step 2: Tagging a Document...6 How to Tag a Paper Document... 6 How to Tag an Electronic Document... 7 Step 3: Scanning the Tagged Document How to View Documents Searching for a Document The KwikTag GP Work Queue...17 Tagging a Document from the Work Queue Create a new GP Entry from the Work Queue...19 Page 4

5 GETTING STARTED The KwikTag embedded client provides options within Microsoft GP for associating a document (either a scanned paper document or an electronic file) with an entry in the ERP system. Users can associate or tag a document during or after the process of creating the entry in GP. Alternately, for users relying on KwikTag workflow capabilities for routing and approving documents, KwikTag can populate a new Microsoft GP entry using the Create function. In this way, users can enter relevant information about a document from the KwikTag Web client, route the document for approval, then retrieve the approved document from within Microsoft GP. At that point, using the KwikTag embedded Create button within GP results in a new Microsoft GP entry without the need for additional data entry. KwikTag workflow features are documented in the KwikTag Web Client User Guide. This document addresses steps for tagging documents within GP, creating new GP entries based on indexed data from approved KwikTag documents and searching for KwikTag documents within GP. STEP 1: FILING A DOCUMENT AND ACCESSING KWIKTAG EMBEDDED CLIENT FEATURES When using the KwikTag for MS Dynamics GP Embedded Client you will enter the document information into the GP form window the same as you did prior to using KwikTag. This filing information is stored in a KwikTag Library with the same name as the GP Form Screen you are filing to. To access KwikTag embedded client features, click on the Additional menu in GP (Figure 1). This menu includes a number of KwikTag-related options: a. Tag documents (associate a document with a GP entry) b. View documents (view any documents associated with a GP entry) c. Search documents (look for any KwikTag documents associated with GP entries) d. View Work Queue (view any documents that have been approved as part of a KwikTag workflow process) e. Delete documents (remove any documents associated with an entry in GP) Page 5

6 STEP 2: TAGGING A DOCUMENT HOW TO TAG A PAPER DOCUMENT 1. Click on the Additional menu in GP (Figure 1) Additional Menu (KwikTag embedded client features) To Tag a document click here Figure 1: KwikTag GP embedded client Page 6

7 2. The KwikTag window will open (Figure 2) Number should match the number on your next KwikTag Label Browse to add electronic files Searchable Comments (optional) Since the barcode number on the label from the KwikTag Label Dispenser ties the filing information (from Step 1: Filing a Paper Document ) with the physical document it is imperative that the barcode number shown in the KwikTag window matches the next barcode number on the label in your KwikTag Label Dispenser to be placed on the document. If it does not, use the (-)/(+) buttons or enter the 9 digit number to display your next barcode label. Take the barcode label from your dispenser and place it on the document you are tagging. The label should be placed on white space and should not be along the edge of the document. If the document is more than one page the barcode label only goes on the first page Click the Tag button (Figure 2) Remove any staples and/or paperclips and place the document in your KwikBasket Complete processing the transaction in GP HOW TO TAG AN ELECTRONIC DOCUMENT Sometimes you do not have a paper document that you want to file. Electronic documents are filed into GP the same as in Step 1 ( How to File a Document ) however, the process for tagging will differ. No KwikTag Label is required; KwikTag will generate a unique barcode number for the electronic document. 1. As described above, click on the Additional menu and select the Tag Documents option (Figure 1) Page 7

8 2. 3. The KwikTag window will open (Figure 2) OPTION 1 BROWSE to find the document: a. Click on the Tools Menu, choose Add Electric File (Figure 4) and navigate to the location of the document. Double click on the document or select it and click Open (Figure 5) Click to browse for a document Figure 5 Page 8

9 Select the document or double click on it If you select the document, Click Open Figure 6 4. OPTION 2 DRAG and DROP (used to file s): a. Drag the to the KwikTag window and release it. If the KwikTag window moves to the background while you are dragging the , simply drag it to the KwikTag application in the task bar (Figure 7). This will cause the KwikTag window to reappear, then continue to drag the into the window and release it. Page 9

10 Select the document Drag the document over the KwikTag barcode image Figure 7 5. A confirmation window will open (Figure 8) Figure Click Yes to continue or No to cancel Complete processing the transaction in GP STEP 3: SCANNING THE TAGGED DOCUMENT 1. Scan the documents on a scanner that has been configured to scan to KwikTag. Page 10

11 HOW TO VIEW DOCUMENTS 1) From the Microsoft GP screen associated with the document you want to view, select the Additional menu and choose View Documents (Figure 8) Click Here Figure 8 2) If there is only a single document associated with this entry it will open for viewing. If there are multiple documents The View Documents window will open listing all of the documents that are associated with the currently displayed GP form (Figure 9) Page 11

12 Select Document to View Figure 9 3) Select the document that you want to view and: a) right click and select View or b) Click on the View button or c) Double click on the document 4) From this screen you can also choose to or Print the document 5) Click Close to close the View Documents window If, when attempting to view a document you receive the following message (Figure 10): Figure 10 This indicates: 1. The document has not been scanned or 2. The document was scanned but the processing has not yet completed Page 12

13 SEARCHING FOR A DOCUMENT You can search for documents from any KwikTag Embedded client enabled GP Form. 1. Select the Additional menu and choose Search Documents (Figure 11) Click Here Figure 11 Page 13

14 2. Enter the search criterion (Figure 12) How to sort the search results Enter the Search String Select Filing Information or Document Content Advanced Search Criteria Figure Choose to search on the Filing Information data entered when filing the document in Step 1 ( How to File a Document ) or 4. Choose to search on the Document Content (NOTE: This is only available if the document was filed in a drawer that is setup to store documents as PDF Image + Text) You can also narrow your search by clicking on Advanced Criteria (Figure 13) Narrow your search by selecting a location Date Range for Search Which Date to Search On (Optional) Figure 13 Page 14

15 a. You can narrow your search by selecting the By Location (Site) that you want to search on. A Site could be a company that you have access to. Under By Location you will only see the Sites that you can access i. If you choose a location other than All Sites you can select a specific drawer to search on by selecting the drawer from the drop down (Figure 14) Figure 14 b. You can search on All dates or to search on a date type, from the drop down By Date you can select which date you want to use for the search (Figure 15) Choose the date type to search on Figure 15 c. If you choose a date type other than All you can select on a Date Range or a specific period of time. For a date range set the From and To dates for the search, or from the drop down you can select the period of time that you want to use for the search (Figure 16) Date Range or a period of time Using a date range, set the From and To dates Figure Click Search Page 15

16 Figure 17 shows a return searching on looking in Filing Information. Searching on Searching on information entered from the GP screen List of all matches that were found Figure 17 From the search results window you can: 1. View - Select the document and: a) Right click and select View or b) Click on the View button 2. or c) Double click on the document - Select the document and: a) Right click and select Send to Recipient(s) 3. Or b) Select the document and click on Click Reset to clear the search criteria 4. or Click Close to close the Global Search window Page 16

17 THE KWIKTAG GP WORK QUEUE For users who rely on KwikTag s workflow capabilities to route documents for approval, the KwikTag GP embedded client provides a view of approved documents that can either be tagged to an entry in GP, or used to create a new entry. Please see the Web Client User Guide for more information regarding workflow. TAGGING A DOCUMENT FROM THE WORK QUEUE To tag an approved document from the KwikTag GP work queue and associate it with an entry in GP, complete the following steps: 1) From the Microsoft GP screen associated with the document you want to tag, select the Additional menu and choose View Work Queue (Figure 18) Click Here Figure 18 Page 17

18 Work queue documents sorted by type (invoices) Double click to view the document image or mouse over to view data Figure 19 2) The KwikTag work queue will sort approved documents by document type, based upon your business rules and the types of documents you have chosen to route for approval (Figure 19). You can double-click on a document line to open and view the document, or simply mouse over the line item to view any relevant indexed data (Figure 20) Mouse over: indexed document data Figure 20 Page 18

19 3) To tag and associate the document with your entry, simply click the Tag button located in the upper left hand side of the work queue window (Figure 21). Click Tag to associate the document with an existing GP entry Click Create to populate a new GP entry with data from the indexed document Figure 21 CREATE A NEW GP ENTRY FROM THE WORK QUEUE To create a new entry in GP based on data in an approved document from the KwikTag GP work queue, complete the following steps: 1) From the Microsoft GP screen associated with the document you want to tag, select the Additional menu and choose View Work Queue (Figure 22) Page 19

20 Click Here Figure 22 Work queue documents sorted by type (invoices) Double click to view the document image or mouse over to view data Figure 23 Page 20

21 2) The KwikTag work queue will sort approved documents by document type, based upon your business rules and the types of documents you have chosen to route for approval (Figure 23). You can double-click on a document line to open and view the document, or simply mouse over the line item to view any relevant indexed data (Figure 24) Mouse over: indexed document data Figure 24 3) To create a new entry in GP, simply click the Create button located in the upper left hand side of the work queue window (Figure 25). Click Tag to associate the document with an existing GP entry Click Create to populate a new GP entry with data from the indexed document Figure 25 Page 21

22 4) To create a new entry in GP, simply click the Create button located in the upper left hand side of the work queue window (Figure 25). It may take a few seconds for KwikTag to complete the create process. 5) To complete the create process, simply select an existing batch to which you want to assign your new entry, or enter a name for a new batch (Figure 26). Enter a new batch name or select an existing batch from a drop-down list Click Yes to complete the process Figure 26 Once the process is complete, KwikTag will create a new entry in GP to a new or existing batch, with the document associated with your new entry. The document will be removed from the KwikTag work queue, but can be accessed for reference from the View Documents menu. This concludes the KwikTag GP Embedded Client Users Guide. If you have any questions regarding the use of the KwikTag for MS Dynamics GP Embedded Client, please contact your company s KwikTag Administrator. Page 22

23 ImageTag, Inc East Southern Avenue, Suite 800 Tempe, Arizona Phone: Fax: Toll Free: KWIKTAG ( )